Facilities Coordinator Soft

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Job Description

Facility Soft Services Executive

Position Overview

The Facility Soft Services Executive is responsible for overseeing and managing the delivery of soft services within assigned facilities. This role ensures high-quality service delivery, vendor management, compliance with service level agreements, and client satisfaction across all soft services operations.

Key Responsibilities

Service Delivery Management

Oversee day-to-day delivery of soft services including housekeeping, pest control, landscaping, waste management, security, reception services, and other non-technical facility services. Monitor service quality through regular inspections and audits to ensure adherence to established standards and client expectations. Coordinate with service providers to address service gaps and implement corrective actions promptly.

Vendor and Contract Management

Manage relationships with soft services vendors and contractors, ensuring contractual obligations are met. Conduct regular vendor performance reviews and maintain scorecards to track service delivery metrics. Negotiate service level agreements and support contract renewal processes. Ensure vendors comply with health, safety, and environmental regulations.

Client Relationship Management

Serve as the primary point of contact for clients regarding soft services matters. Conduct regular client meetings to review service performance and gather feedback. Address client concerns and escalations in a timely and professional manner. Develop and maintain strong relationships to ensure client satisfaction and retention.

Budget and Cost Management

Assist in preparing and managing soft services budgets for assigned facilities. Monitor expenses and identify opportunities for cost optimization without compromising service quality. Review and approve invoices, ensuring accuracy and compliance with contracted rates. Prepare regular financial reports on soft services expenditures.

Compliance and Quality Assurance

Ensure all soft services operations comply with relevant regulations, policies, and industry standards. Maintain documentation including service schedules, inspection reports, incident logs, and compliance certificates. Implement quality assurance programs and continuous improvement initiatives. Coordinate health and safety audits related to soft services activities.

Team Coordination and Development

Supervise and coordinate soft services staff and contract personnel. Provide guidance, training, and support to ensure team members understand their responsibilities. Foster a culture of accountability, excellence, and continuous learning.

Reporting and Documentation

Prepare regular reports on service delivery performance, incidents, and key metrics for management review. Maintain accurate records of all soft services activities, contracts, and communications. Utilize facility management systems to track work orders, schedules, and service history.

Required Qualifications

Education: Bachelor's degree in Facility Management, Business Administration, Engineering, or related field.

Experience: Minimum 3-5 years of experience in facility management with focus on soft services operations. Experience managing multiple vendors and service contracts. Proven track record in client-facing roles within the facility management or property services industry.

Technical Skills: Strong understanding of soft services including housekeeping, security, landscaping, and waste management operations. Proficiency in facility management software and Microsoft Office Suite. Knowledge of health, safety, and environmental regulations applicable to facility operations.

Competencies: Excellent communication and interpersonal skills with ability to build relationships at all levels. Strong organizational and time management abilities. Problem-solving mindset with ability to handle multiple priorities. Attention to detail and commitment to quality service delivery. Budget management and cost control capabilities. Client service orientation with focus on satisfaction and continuous improvement.

Preferred Qualifications

Professional certification in Facility Management (IFMA, RICS, or equivalent). Experience in commercial real estate or corporate facility management environments. Knowledge of sustainability practices and green building operations. Familiarity with ISO standards relevant to facility management.

Location:

Scheduled Weekly Hours:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

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